Apostille in Poland — What It Is and When You Need It in 2025

An apostille is a simplified form of legalisation of official documents between countries party to the Hague Convention of 1961. Poland joined the convention in 2005, and since then the apostille has replaced the lengthy procedure of legalizacja konsularna for documents issued for use in over 120 countries. In Poland the apostille is issued by the Ministerstwo Spraw Zagranicznych (MSZ) at ul. Krucza 38/42 in Warsaw. Cost — 60 PLN per document, time — 1–3 weeks depending on type.

What an Apostille Is — A Brief Explanation

An apostille is a special stamp or sticker on a document that confirms:

1. The authenticity of the signature on the document
2. The validity of the seal
3. The authority of the official who issued the document

After an apostille is affixed, the document is automatically accepted in any country party to the Hague Convention without further action.

In Poland the apostille is not required for documents transmitted to EU countries — Regulation (EU) 2016/1191 abolishes apostille for principal civil-status documents within the EU.

When You Need an Apostille — Practical Cases

In Poland the apostille is requested for documents to be used abroad (i.e., issued in Poland and used in non-EU countries):

The apostille is also needed for foreign documents brought to Poland — but in that case the apostille is affixed in the country of issue, and in Poland the document is simply translated (see marriage to Polish citizen guide).

How to Obtain an Apostille in Poland

Step 1. Confirm the document is eligible. Apostille is affixed only to originals issued by Polish authorities (USC, MS, MZ, Sąd, Notariusz, kuratorium, etc.).

Step 2. If the document is a copy (e.g., a notarial copy), the apostille is on the notary's certificate, not the document itself. Confirm this with the notary before certification.

Step 3. Book an appointment at MSZ. Booking via msz.gov.pl or by email at rejestracja.apostille@msz.gov.pl. Wait time — 1–3 weeks.

Step 4. Pay 60 PLN to the MSZ account. Details on msz.gov.pl. Payment confirmation is required at submission.

Step 5. Bring the original document to MSZ (Krucza 38/42, II piętro). Submission takes 5–10 minutes.

Step 6. Collect the finished document in 7–21 days. Two options:

• In person at MSZ (no appointment needed for collection)
• By courier (request at submission) — additional 30–50 PLN

Alternative — Legalizacja Konsularna

If the destination country has not joined the Hague Convention, full legalizacja konsularna is required in three stages:

1. Confirmation of signature authenticity at Polish MSZ — 60 PLN
2. Translation into the destination-country language by a sworn translator — 100–300 PLN
3. Legalisation at the destination country's consulate in Warsaw — 50–300 PLN

Time — 4–8 weeks versus 2–3 weeks for apostille.

Countries requiring legalizacja konsularna (not apostille):

• Most African countries (except South Africa, Morocco, Tunisia)
• A few Asian countries (Cambodia, Laos, Myanmar)
• Cuba, Iran

Apostille for Foreign Documents in Poland

If your documents are issued in the country of origin and needed in Poland, the apostille is affixed in the country of issue, not in Poland. After that:

1. Sworn translation into Polish (50–200 PLN)
2. The document is ready for use in Polish offices

List of authorities issuing apostilles, by country:

In CIS countries, apostille typically costs 30–100 USD equivalent and is processed in 1–3 weeks.

Documents Most Often Requiring an Apostille

Cost — Typical Package

For a typical karta pobytu by family, the foreign applicant brings:

To this add the cost of travel to the country of origin or remote processing through contacts (50–200 USD additional).

Most Common Mistakes

1. Apostille on copy instead of original. MSZ affixes apostille only to originals or to a notary's certificate of the copy.

2. Apostille on an expired document. Police clearance certificates are typically valid for 6 months. Renew first, then apostille.

3. Ordering apostille in one country for a document from another. Apostille is affixed in the country that issued the document. A Polish apostille does not legalise a Ukrainian document.

4. Translation before apostille. The apostille must be affixed before translation. Otherwise translation must be redone after apostille (including the apostille text itself).

5. Late MSZ booking. Booking is 1–3 weeks ahead. For urgent needs, try alternative offices in Kraków or Wrocław (waiting time may be shorter).

When You Need a Lawyer

Self-handling is realistic for one simple document. A lawyer makes sense if:

• Apostille needed on 5+ documents (logistics)
• Documents from a country with restricted cooperation (RU in 2024–2025)
• Document gathering parallel to karta pobytu or USC processes
• A previous MSZ refusal or urgent procedure
• Complex cases (documents 30+ years old, defunct urzędy)

At LegalWin our apostille service includes processing at MSZ or remote processing in the country of issue. From 250 PLN per document.

Order document apostille →

This article is informational. Specific timelines and decisions depend on your situation. For individual cases, consult a lawyer for assessment.

Related articles:

• Marriage to a Polish citizen
• Temporary Residence Card in Poland 2026: Step-by-Step Guide
• Karta Polaka — how to obtain it
• Service: document apostille